Parts Management

Guide to managing mechanic shop parts inventory and ordering system.

Overview

The parts management system helps you:

  • Track current inventory levels

  • Order new parts from suppliers

  • Monitor part usage

  • Set minimum stock alerts

  • Manage shop inventory efficiently

Access required: All mechanics can view inventory. Rank 3+ (Manager) required to order parts.

Parts Catalog

Part Categories

Parts are organized into categories:

Engine Parts:

  • Engine oil

  • Oil filters

  • Air filters

  • Spark plugs

  • Belts and hoses

  • Gaskets and seals

Transmission Parts:

  • Transmission fluid

  • Transmission filters

  • Clutch kits

  • Transmission mounts

Brake Components:

  • Brake pads (front/rear)

  • Brake rotors (front/rear)

  • Brake fluid

  • Brake lines

  • Calipers

Suspension Parts:

  • Shock absorbers

  • Struts

  • Springs

  • Control arms

  • Bushings

Electrical Components:

  • Batteries

  • Alternators

  • Starters

  • Wiring kits

  • Fuses

Body Panels:

  • Bumpers

  • Fenders

  • Hoods

  • Doors

  • Trunk lids

Fluids & Consumables:

  • Engine oil (various weights)

  • Coolant

  • Brake fluid

  • Power steering fluid

  • Windshield washer fluid

  • Shop rags

  • Cleaning supplies

Tools:

  • Diagnostic tools

  • Repair kits

  • Specialty tools

Part Information

Each part has:

  • Name: Part description

  • Item Code: Internal inventory code

  • Category: Part type

  • Unit Price: Cost per unit

  • Current Stock: Quantity on hand

  • Min Stock: Minimum quantity before alert

  • Supplier: Where it's ordered from (if multiple suppliers)

Checking Stock Levels

Via Tablet

  1. Open tablet → Mechanic app

  2. Navigate to Parts tab

  3. Parts inventory displays

Inventory view shows:

Filter Options

Filter by status:

  • All Parts: Every item in catalog

  • In Stock: Items with stock > 0

  • Low Stock: Items below minimum

  • Out of Stock: Items with 0 quantity

Filter by category:

  • Select category from dropdown

  • View only parts in that category

  • Useful for focused inventory checks

Search:

  • Type part name or code

  • Results filter in real-time

  • Finds partial matches

Low Stock Alerts

Parts below minimum stock show:

  • ⚠️ Warning icon

  • Red highlight

  • "Order Now" button (if manager+)

Automatic notifications:

  • Daily summary of low stock items

  • Immediate alert when critical (0 stock)

  • Can configure alert thresholds per part

Why low stock matters:

  • Can't complete work orders without parts

  • Work orders auto-pause if parts unavailable

  • Customer delays = unhappy customers

Ordering Parts

Prerequisites

  • Rank 3+ (Manager) required

  • Shop funds must be sufficient

  • Parts supplier must be available

Placing an Order

Method 1: From Parts Inventory

  1. Parts tab → Find item needing restock

  2. Click item or "Order" button

  3. Order dialog opens:

  4. Enter quantity to order

  5. Review total cost

  6. Click "Place Order"

  7. Order submitted

Method 2: Bulk Ordering

  1. Parts tab → "Bulk Order" button (if enabled)

  2. Select multiple items

  3. Set quantities for each

  4. Review total

  5. Place order

Method 3: Auto-Restock

If configured:

  • Parts auto-order when below minimum

  • Orders quantity to reach maximum stock

  • Runs daily or on-demand

  • Manager approval may be required

Order Confirmation

After placing order:

What happens next:

  1. Money deducted from shop account

  2. Order enters "Processing" status

  3. Delivery countdown starts

  4. Parts arrive after delivery time

  5. Inventory auto-updates

  6. Notification sent

Delivery Times

Typical delivery times (configurable):

Delivery notifications:

  • On-screen notification

  • Tablet notification

  • Can check order status in Parts → Orders

Order History

View past orders:

  1. Parts tab → "Order History"

  2. List of all orders with:

    • Order date/time

    • Items ordered

    • Total cost

    • Delivery status

    • Who placed order

Useful for:

  • Tracking spending

  • Verifying deliveries

  • Auditing inventory

  • Finding order patterns

Using Parts in Work Orders

Automatic Deduction

When you add parts to a work order:

  1. Part selected from inventory

  2. Quantity specified

  3. System checks availability

  4. Part reserved for order

  5. When order completed:

    • Parts deducted from stock

    • Cost added to order total

    • Inventory updated

Stock checking:

  • Real-time availability check

  • Can't add more than in stock

  • Out of stock parts show warning

Out of Stock Parts

If part needed but not available:

Option 1: Order Part

  1. Work order shows "Part needed"

  2. Click "Order Part" button

  3. Part ordered immediately

  4. Work order status → "Waiting Parts"

  5. Auto-resumes when part arrives

Option 2: Substitute Part

  1. Select alternative part (if available)

  2. May need customer approval

  3. Price adjusts accordingly

Option 3: Pause Work

  1. Work order paused

  2. Customer notified

  3. Resume when part available

Part Substitution

If exact part unavailable:

Substitution rules:

  • Must be compatible

  • Customer approval required for upgrades

  • Price difference documented

  • Noted in work order

Example:

Stock Management (Manager/Owner)

Setting Stock Levels

Configure min/max stock for each part:

  1. Parts tab → Click part

  2. Part details page

  3. Click "Edit Stock Levels"

  4. Set values:

  5. Save changes

Stock level strategy:

Fast-moving items (oil, filters):

  • Higher minimum (20-30 units)

  • Order frequently

  • Never run out

Slow-moving items (specialty parts):

  • Lower minimum (2-5 units)

  • Order on-demand

  • Don't over-stock

Seasonal items:

  • Adjust seasonally

  • Winter: antifreeze, batteries

  • Summer: coolant, AC parts

Bulk Ordering

Order multiple items at once:

  1. Parts → "Bulk Order" tab

  2. "Add to Order" for each item needed

  3. Review cart:

  4. Apply discounts if available

  5. Place bulk order

Bulk order benefits:

  • Volume discounts

  • Single delivery

  • Efficient restocking

  • Reduced delivery fees (if applicable)

Supplier Management

If multiple suppliers available:

Supplier comparison:

Choose based on:

  • Price

  • Delivery time

  • Part quality

  • Supplier reputation

  • Bulk discounts

Set preferred suppliers:

  1. Parts → Settings

  2. Configure supplier preferences

  3. Auto-orders use preferred supplier

Inventory Audits

Perform regular inventory checks:

Monthly audit checklist:

Audit process:

  1. Parts → "Inventory Audit"

  2. System generates count sheet

  3. Physically count parts

  4. Enter actual counts

  5. System shows discrepancies

  6. Adjust inventory

  7. Report generated

Discrepancy reasons:

  • Theft/loss

  • Miscounted

  • Unreported usage

  • Data entry error

  • Damaged/returned parts

Price Management

Adjust part prices (owner only):

Pricing strategies:

  • Cost + Markup: Supplier cost × 1.3 (30% markup)

  • Market Rate: Match competitor pricing

  • Premium: Higher price, better service

  • Loss Leader: Low price to attract customers

Setting prices:

  1. Parts → Part details

  2. "Edit Pricing"

  3. Set:

    • Purchase cost (from supplier)

    • Markup percentage

    • Retail price

  4. Save

Bulk price changes:

  • Category-wide adjustments

  • Percentage increases

  • Seasonal promotions

Best Practices

For All Mechanics

✅ Do:

  • Check stock before creating work orders

  • Report low stock to managers

  • Use correct parts for jobs

  • Document part usage

  • Return unused parts to stock

❌ Don't:

  • Use parts without documenting

  • Hoard parts at workstation

  • Waste consumables

  • Ignore low stock warnings

  • Substitute without approval

For Managers

✅ Do:

  • Monitor stock levels daily

  • Order before running out

  • Track usage patterns

  • Set appropriate minimums

  • Audit inventory monthly

  • Compare supplier pricing

  • Plan for seasonal demands

❌ Don't:

  • Over-order slow movers

  • Ignore stock alerts

  • Skip audits

  • Pay inflated prices

  • Let stock expire/degrade

Inventory Efficiency

Organize stock:

  • Label storage areas

  • Group by category

  • FIFO (First In, First Out)

  • Keep work areas stocked

  • Secure valuable parts

Track metrics:

  • Parts turnover rate

  • Stock-out frequency

  • Order costs

  • Supplier performance

  • Waste/loss rates

Optimize ordering:

  • Weekly routine orders

  • Monthly bulk orders

  • Just-in-time for specialty items

  • Buffer stock for emergencies

Advanced Features

Auto-Restock System

If enabled, automatically orders parts:

Configuration:

  1. Parts → Settings → "Auto-Restock"

  2. Enable auto-restock

  3. Set rules:

  4. Save settings

Auto-restock runs:

  • Checks all parts

  • Identifies items below minimum

  • Calculates order quantities

  • Submits orders (or pending approval)

  • Sends summary notification

Parts Analytics

View usage analytics (manager+):

Dashboard shows:

  • Top 10 used parts this month

  • Spending by category

  • Order frequency

  • Stock value

  • Waste/loss tracking

Reports available:

  • Monthly usage report

  • Cost analysis

  • Supplier performance

  • Inventory valuation

  • Turnover rates

Use analytics to:

  • Optimize stock levels

  • Identify cost savings

  • Plan budgets

  • Negotiate with suppliers

  • Forecast demand

Supplier Contracts

Negotiate contracts with suppliers (owner):

Contract types:

  • Volume Discount: 10% off orders over $1,000

  • Exclusive Supplier: Best prices, must order only from them

  • Credit Terms: Pay Net-30 instead of upfront

  • Rush Delivery: Priority delivery for extra fee

Managing contracts:

  1. Parts → Suppliers → Contract Management

  2. View active contracts

  3. Negotiate new terms

  4. Renew or cancel

Troubleshooting

Can't order parts

Solutions:

  • Check you have rank 3+ (Manager)

  • Verify shop has sufficient funds

  • Ensure supplier is available (business hours?)

  • Check for pending orders (max limit?)

  • Contact owner for budget increase

Parts not delivered

Solutions:

  • Check order status (may still be processing)

  • Verify delivery time hasn't elapsed

  • Check for server issues

  • Review order history to confirm it placed

  • Contact admin if order lost

Inventory count wrong

Solutions:

  • Perform manual audit

  • Check for unreported usage

  • Review recent work orders

  • Look for duplicate entries

  • Adjust inventory manually

Can't use part in work order

Solutions:

  • Verify part is in stock

  • Check part is not reserved

  • Ensure part is compatible with service

  • Refresh inventory list

  • Check work order permissions

Next Steps

Now that you understand parts management:

Need help? See Troubleshooting or contact your shop manager.

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